town of marana, az - a look inside one of america's top digital cities
DESCRIPTION
Brian Stein, Technology Manager and Lacey Bowden, Business Analyst from the Town of Marana, AZ share the project management framework that the city used to plan and execute its award-winning IT applications. You’ll learn: What steps the city uses to evaluate, select and build sustainable technology systems—and why business analysis is a can’t-skip component. How the city applied this framework to build a new maintenance management system and a mobile reporting application. How to determine common denominators between individual department needs and enterprise IT vision. Future plans to connect ECM as a shared service using this process.TRANSCRIPT
An Inside Look at One of America’s Top Digital Cities
Technology Manager - Applications
Town of Marana
Lacey Bowden
Business Systems Analyst
Town of Marana
Brian Stein Lisa Miyake
Government Specialist
Laserfiche
Joe King
Presales Engineer
Laserfiche
Agenda
‣ Introduction to Town of Marana, AZ‣ Department’s Restructuring ‣ 5 Tips for Creating a Project Framework‣ Project Framework in Action‣ Future Projects
Introduction to Town of Marana, AZ • Population: 34,000• Employees: 324 FTE• Technology Services: 12 FTE• Awarded 2012 Top Digital City in the 30K-74,999 population category• Fun Fact: Marana is home to the World Golf Championships’ Accenture Match
Play tournament
Town of Marana’s Technology Services
• Business Process Analysis• Networking• Mapping• Systems Analysis• Database Administration• Help Desk• Systems Reporting• Administrative Support• Website Administration• System Selection and Procurement
Department’s Restructuring
• Infrastructure• Manages hardware, network, and helpdesk support
related tasks and projects• Applications
• Manages business systems selection, implementation, design and GIS related tasks and projects
• Each division had strong roles in the town’s Digital Cities application
Technology Services Org. Chart
Digital Cities Application Highlights
• How we leverage technology to help our organization navigate the tough economic climate
• Top qualities of the Town of Marana:• System selection and design• Business process analysis
Applications Division
• Created upon the hiring of our current director • Expanded the GIS team
5 Tips for Creating a Project Framework
• Established project and business process management frameworks that included thorough documentation including, but not limited to:1. Requirements gathering2. Process mapping3. Work breakdown4. Database design5. End-user testing
Creating a Project Framework
Project Framework in Action
Two projects highlighted in the town’s Digital Cities application:
• Maintenance Management System (MMS)• Town’s Mobile Reporting Application
Maintenance Management System
• Defined “System” as a program with supporting projectsCreate inventory control systemCreate work management systemCreate equipment management systemCreate asset ID and inspection system
• All projects had defined manager, stakeholder, and team• Reporting capabilities and business analysis functions run on
databases • Allowed all levels of management to make quantifiable
decisions • As a newer enterprise information system, its viability was
increased by integrating with business analysis, both functionally (by staff) and technically (by reporting)
Water Inventory DFD
Town’s Mobile Reporting Application
• Managed with same project framework as MMS program’s projects
• Business processes integrated in a wider manner throughout the organizationo Documentation of department alignment was critical
• Once integrated with our MMS and business reporting components, identifying and taking action on various elements of existing processes allowed the organization to increase efficiencies when handling citizen’s requests
Process for Requests Submitted
Initial Request Submitted and sent to Lead Adminsitrator via e-mail
Lead Adminsitrator sends request to
Internal Contact and then changes status of request to “Referred To
Dept”
Internal Contact processes request and updates Lead
Adminstrator. Lead Adminstrator changes status to
“Closed” once completed
Lead Adminsitrator sends request to
Internal Contact and then changes status of request to “Referred To
Dept”
Internal Contact works on issue.
Lead Administrator
changes status to "In Process"
Internal Contact
processes request and
updates Lead Adminstrator.
Lead Adminstrator
changes status to “Closed”
once completed
Lead Administrator Changes Status to
“Cancelled”
Upcoming…
• Leverage Laserfiche to grow IT-Business trend• Laserfiche has strong potential to provide the best business
value• Vision is that Laserfiche will be used as a shared service
across the enterprise• Upgrade our existing web mapping service
• Integrate with other enterprise systems• Document and redesign current business processes supporting
Laserfiche• Upgrade permitting system
… and Always
• Continue evolving our business process centered approach to projectso Maintain the mindset that we are systems supporters,
not the system’s subject matter expertso Grow our ability to gather requirements; there is
always room for improvement for such a critical tasko Maintain focus on the organization’s needs, as much
as the business unit we are working witho Integrate when possible; however, know when to take
a step back and verify that a supporting business process is sustainable
o As always, make sure the end of the project or task is completed with the best interest of our citizens in mind
